New requirements for records management in DOE O 243.1C
The following new requirements impact the lab:
- Managing email according to the Capstone Approach: The Capstone Approach consists of three levels of email retention. Permanent, 7-years, and 3-years. Jefferson Lab has been instructed by DOE to adhere to the 7-year retention of emails in all lab Outlook accounts.
- Email will be deleted when they are 7-years old.
- Emails which have longer usefulness may be moved to the "Archive" folder which is present in every JLab Outlook account. Emails in the "Archives" folder will be deleted when they are 15-years old.
- Email messages which are and/or contain records which must be managed according to one of the applicable records schedules below must be move out of the email system and filed as a record in an external system such as SharePoint or a shared drive.
- OneDrive or the home directory are not recommended for filing lab records.
- Training slides are found here: Part 1 | Part 2
- Reach out to Kim Edwards for additional assistance.
- File plans:
- inventory of all records of your group or department.
- created and maintained by individuals who are knowledgeable about records. This is not always administrative support staff.
- provided to DOE annually or upon request.
- Template with examples found here
- Required records management training for all staff: COMING SOON!
- All paper records that will be stored in the Federal Records Center must be transferred before May 31, 2024.